Understanding Sales Document Types in SAP SD

Sales Document Type In Sap Sd

While going through the tutorials of Quotation , Contract , and Sales Order creation you must have met the term of a ‘Document Type’. SAP SD Sales Document types in SAP have a specific functionality and performs different functions. If we talk about Sales Documents in Sales & Distribution, you can find different document types at every stage of sales cycle/processing. By using different document types you can control which information is required at each step of a business process and make sure that users follow the required procedures for processing of sales documents. Sales document types also enable you to define how SAP copies data from one document to the next document in the business process chain.

For instance, all the following sales documents have their specific document types:

The different types of sales documents in SAP SD include inquiry, quotation, and contract. The contract can further be classified into value contracts and quantity contracts.

Sales Document Types in SAP SD and their Functionality

In the SAP system, there are various predefined sales document types in the SD module. These include inquiry, quotation, contract, scheduling agreement, sales order, delivery document and billing document. Each of these document types serves a specific purpose and follows its own set of rules and processes.

Below are some instances of typical sales document types in SAP SD.

The various types of sales documents in SAP SD include IN (Inquiry), QT (Quotation), OR (Standard Order), RE (Returns Order), CR (Credit Memo Request), DR (Debit Memo Request), LF (Outbound Delivery Document), LR (Returns Delivery), F2 (Sales Invoice), G2 (Credit Memo) and L2(Debit Memo).

Reasons for Having Different Document Types

In standard SAP, the functionality of having different document types serve various purposes. If you want to record sales of specific line of business due to its uniqueness in nature, you have the option to create a separate document type for it. If you want a specific sales document to have independent number range from other sales document types, that requirement can be served with different sales document types sharing different or same number range(s).

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The creation of document types in SAP SD is determined by the specific needs and processes of each individual client.

Having various document types offers the benefit of generating reports effortlessly. For instance, if you want to view sales made specifically to distributors or dealers, you can simply choose the appropriate document type and specify the desired timeframe. Subsequently, the system will present a report displaying sales exclusively made to distributors or dealers.

Understanding Sales Documents

These documents can take different forms depending on your industry and specific needs. For instance, a product brochure can be considered a sales document as it showcases the features and benefits of your offerings, helping potential customers understand how they can meet their requirements. Similarly, a proposal or quotation outlining pricing details and terms is another example of a sales document that aids in negotiating and finalizing deals.

Sales documents play an essential role in streamlining your selling efforts. By providing comprehensive information about your products or services, they enable you to address customer inquiries promptly and accurately. This helps build trust with potential buyers by demonstrating your expertise and commitment towards meeting their needs.

Sales Order Document Types in SAP SD

In the SAP SD module, there are several Sales Order Types available that serve specific purposes in representing various business processes. The standard sales order document types can be broadly categorized as follows:

Different types of sales documents in SAP SD include standard orders, contracts, cash sales, rush orders, free of charge deliveries, returns, consignment orders, credit memo requests and debit memo requests.

How can I modify the sales document type in SAP?

In document processing, you can change the sales document type in the overview screen ( Sales tab page) simply by selecting the required document type. The following prerequisites must be met before you can change the document type during sales order processing: There must not be any subsequent documents.

Customizing SAP SD Sales Order Types in SAP

In SAP, you can customize the standard Sales Document Types as per your needs and business requirements. But one thing you must take care of while customizing the document types in SAP is to follow the best practice of copying the standard document type which you want to customize, tailor it as per business needs and requirements, rename it with your own naming convention starting from either ‘Y’ or ‘Z’, then ‘save’ it and use accordingly.

To reach the customization screen or transaction for Sales Document Types in the backend, you have two options. You can either directly access it through the transaction code VOV8.

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To access the required settings, you can enter “SPRO” in the transaction bar and then either press F5 or click on the button.

Below is the screenshot of customizing screen of the standard sales order type ‘OR’:

What are the primary sales documents?

Different types of documents that are commonly used in business include:

1. Business Proposals: These proposals play a crucial role in distinguishing your product or service from those offered by your competitors.

2. Case Studies: By providing an extensive analysis, case studies offer valuable insights into how a particular product or service can effectively address the problems faced by customers.

3. Quotations: Quotations serve as formal price estimates for products or services provided to potential clients.

4. Invoices: Invoices are essential documents issued to customers, detailing the goods or services provided along with their corresponding costs.

5. Contracts: Contracts outline the terms and conditions agreed upon between two parties involved in a business transaction, ensuring legal compliance and mutual understanding.

6. Sales Orders: Sales orders document specific details regarding customer requests for purchasing products or services, including quantity, pricing, and delivery information.

Sales Document Incompletion Log

An incompleteness log is a tool used to maintain and validate a list of necessary information or fields in a sales document that the business may need during order entry. It ensures that the SAP system will not allow saving a document if any required fields are left blank. These mandatory data fields can be defined and set up in customization for the incompletion procedure. The incompletion log can be customized and assigned to your specific document type as needed.

For example, in the standard incompletion log for a sales order type “OR”, the system prompts for Purchase Order number to be entered. In our example of carrying out sales to a distributor or a dealer, you can customize the incompletion log with no PO number required setting and assign it to your customized SAP SD Sales Document types for recording sales to a dealer or a distributor.

If you found this tutorial helpful, we would greatly appreciate your feedback. Please feel free to leave any questions or comments in the section below. Your input is valuable to us and will help us improve our free SAP SD tutorials for you. Thank you!

What does SAP consider a sales document?

A sales document in SAP SD is a crucial component that represents a business transaction. It encompasses various elements such as a document header, one or more document items, and at least one schedule line for each item. This structure allows for the efficient management of sales processes within an organization.

Cash sales in SAP SD: An Overview

In SAP SD, cash sales is a specific order type that caters to customers who place an order, collect the goods immediately, and make payment on the spot. Once the order is entered into the system, the delivery process begins promptly. Additionally, a cash invoice can be generated instantly from the order itself, ensuring seamless billing related to the respective transaction.

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Finding sales documents in SAP: What is the process?

To access a sales order or quotation in SAP SD, simply tap on the appropriate module. This will bring up a page that displays all existing sales documents related to the selected module. If you wish to view more details about a specific sales document from the list, just tap on it.

1. Sales Order (OR): A formal request from a customer to purchase products or services.

2. Quotation (QT): A non-binding offer provided by the company to potential customers.

3. Contract (CR): An agreement between the company and customer for recurring deliveries over time.

4. Return Order (RE): A request made by customers to return previously purchased items.

5. Credit Memo Request (RG): A document used when issuing credit memos for returned goods or cancellations.

6. Debit Memo Request (DR): Similar to credit memo request but used for debit adjustments instead.

What type of document is used in SAP?

The sales document type in SAP SD is a crucial classification key that helps differentiate and categorize accounting documents based on various business transactions. It plays a significant role in determining the appropriate posting for each transaction. The document type is entered at the header level of the document and applies to the entire document, ensuring consistency throughout.

Furthermore, using distinct document types also enables organizations to define specific rules or settings for each type regarding pricing procedures, tax calculations, payment terms, delivery schedules as per customer requirements or industry standards. This flexibility provided by SAP SD helps streamline operations while adhering to regulatory compliance guidelines.

Overall,the proper utilization of sales document types in SAP SD not only facilitates efficient management but also enhances transparency and accuracy in financial reporting across all business transactions involved in the sales process

The control of which sales document type?

sales doc types controlls the header level checks like ,number range,del doc type,billing doc type,output determination,cancellation process,transaction variants,PO field usage,etc.

Creating a sales document in SAP: How is it done?

From the SAP Business One Main Menu, choose Sales – A/R and choose one of the documents.

– Enter the customer code, name, and other relevant general information.On the Contents tab, select either Service or Item and enter data, as appropriate, in the remaining fields.More items